Forms, surveys and questionnaires

Make sure everyone can use your information gathering communications digitally

Text versions

A text version is important for people who access their computers using screen reader software. It can also help you create a large print version. The text version will also translate more easily into Braille using translation software such as Duxbury and Braille Maker.

You can save your text-only form as a Word document (*.doc) or a text document (*.txt).

MS Word

If you are using MS Word, you should not apply any formatting features available on the Forms toolbar. These include Edit box, Check box, Combo box, Frame and Protect form. All of these cause serious access problems for both screen reader users and Braille translation software.

Notepad

Notepad has no formatting options. It is used to create plain text files with the extension txt. You should consider creating and saving your form using Notepad if you cannot be sure your target audience has MS Word.

Make your form easy to read and fill in
Many problems with forms are caused by:

poorly worded questions
illogical layout
lack of an obvious place to type answers
missing instructions on what to type.

These things can cause problems for disabled people but also for any reader. Getting the form right for disabled people is likely to mean making it more effective for everyone.

Follow the ‘Clear print’ and Clear English guidance.

Guidance for creating easy to read forms

Give a clear title - indicating that it is a form.
Include a statement about the number of questions, sections and the estimated time it will take to fill in.
Provide contact details for any questions.
Provide details of where to return the form when completed, giving an email address where appropriate.
Compose questions so they make sense in plain text and clearly indicate what types of responses are required.
Word each question concisely and structure questions consistently.
Follow each question immediately by an answer line.
Insert any brief instructions for answering next to the question or on the answer line.
Always use the colon as the prompt for answer lines and avoid using colons anywhere else on your form to avoid confusion.
Separate questions and sections with a single blank line.
Avoid using paragraph breaks and blank lines for layout purposes as this can affect the flow or meaning of a question for assistive technology users.
Use the same font size for all section headings.

Guidance for creating forms that are easy to fill in

Leave enough space for the answers you are asking for:
names and addresses can be lengthy
some people with visual impairments or dyslexia have larger than average handwriting.
Ask for information in a logical order.
State at the beginning who the form should be filled in by.
Make sure there is more space above a heading than below it so that the heading is clearly connected to what follows it.
If possible, start each new section on a new page.
Signpost your form clearly, for example if answering ‘no’ to one question means skipping to a later question.
Make your numbering system simple, for example avoid using roman numerals (i, ii, iii) - use standard digits instead.
Avoid composing questions that involve handwriting terms such as ‘delete as appropriate', ‘circle as appropriate' or ‘write in the space provided'. If someone is using another format, for example checking a box using a mouse, this will be confusing.

Online forms

Publish a plain text version of your form on your website. Consider producing a printer-friendly version too.

Printable version

The printable version will be suitable for completing using a mouse or for printing off and completing with a pen. You can use the formatting options available on the Forms toolbar when creating the printer-friendly version.

Giving a range of options is recommended because some disabled people may only be able to use one version. Offering people in general a choice of how they complete the form may make them more likely to fill in the form.

Make it clear that there are two versions, so that your target audience doesn't open the printer version by mistake.
Distinguish between the plain text version and printer-friendly versions in the file names.
If sending the form by email, include information the file names and which one to use for print or completion by mouse.
State that the text version is suitable for screen reader users and for making Braille copies.

Testing the form

Ask several disabled people to fill in a draft version. Make sure they are seeing it for the first time. Ask them to let you know if they experience any difficulties or have any suggestions for improvements.